Name: Cheh Chun Nam ID: 18257

BSBPMG522 Undertake project work

Task 1-Written Question
Question 1
List five project management tool and explain their use in project management.
1) Calendar To manage your daily, weekly or monthly time schedule.
2) Timeline Clearly visualize by what time a task needs to be done.
3) WBS chart (Work break Visualize the scope of work by breaking a work into some
down structure) individual components that can be effectively scheduled.
4) Mind Map To break complex project into smaller tasks and manage to do
lists or analyze problem
5) Status Table To evaluate employee performance and know who to reach when
there is a problem
Reference: https://www.edrawsoft.com/project-management-tools.php

Question 2
Discuss the use of a GANTT chart in project management.
Gantt chart can help us to plan and manage projects by breaking a large project into
a series of smaller tasks in an organized way. An expected time duration for each task will
be created and presented by a horizontal bar whose left and indicated the beginning date of
the task and whose right end indicates the completion date of the task. Tasks may run
sequentially, in parallel or overlapping. From the Gantt chart, you can clearly recognize
what the tasks are and when each task begins and ends.
Reference: https://www.edrawsoft.com/project-management-tools.php

Question 3
Discuss the use of a PERT chart in project management.

PERT chart is shorted for project evaluation and review technique. It’s a primary project
management tool used for planning and scheduling entire projects and tracking the
implementation phase. PERT chart can also show task division, time allocation, and starting and
ending dates. Comparing to Gantt chart who uses bars to represent the tasks and progress, PERT
chart displays information as a network model that uses boxes to represent tasks and arrows to
present dependencies between tasks.

Reference: https://www.edrawsoft.com/project-management-tools.php
Question 4
Discuss the use of a work breakdown structure in project management.

A work breakdown structure (WBS) lets project managers plan their work more
efficiently. A project is characterized by time-limited activities and is assigned fixed time
frames and costs. When it is finished, a project must fulfill the stakeholder needs it was
designed to address. The project management has to plan for the schedule, the fixed costs
and the functional completeness of the project and assign responsibilities. The WBS helps
make this planning consistent and provides for effective project execution.
Reference:https://smallbusiness.chron.com/importance-work-breakdown-structure-54294.html

Question 5
Discuss the use of the critical path method in project management.
Nowadays, the critical path method is used to identify the most important tasks and
ensure your project doesn’t fall behind schedule. Critical path allows teams to identify the
most important tasks in a project. The critical path method is a step-by-step project
management technique to identify activities on the critical path. It is an approach to project
scheduling that breaks the project into several work tasks, displays them in a flow chart,
and then calculates the project duration based on estimated durations for each task. It
identifies tasks that are critical, time-wise, in completing the project.
Reference: https://www.smartsheet.com/critical-path-method

Question 6
Discuss the importance of a project charter in project management.

The main purpose of the project charter is the formal authorization of the project
and the go-ahead to commit organizational resources to it; without a project charter, the
project can be canceled anytime and for any reason and can be subject to an audit as an
unauthorized project. A Charter is a document that elucidates the project in succinct
wording without a lot of details. It’s written for high-level management needs. Charter
doesn’t provide detailed end goals, schedule, and cost.
Reference: https://www.knowledgehut.com/blog/project-management/importance-and-
benefits-of-the-project-charter
Question 7
Discuss why it is important to plan for risks in a project.

Effective risk management strategies allow you to identify your project’s strengths,
weaknesses, opportunities and threats. By planning for unexpected events, you can be ready
to respond if they arise. To ensure your project’s success, define how you will handle
potential risks so you can identify, mitigate or avoid problems when you need to do.
Successful project managers recognize that risk management is important, because
achieving a project’s goals depends on planning, preparation, results and evaluation that
contribute to achieving strategic goals.
Reference: https://smallbusiness.chron.com/risk-management-important-project-success-
56920.html

Question 8
Outline three examples of tools or technique that could be used to identify risks as part of a
risk assessment process for a project.
1) Documentation Reviews- The standard practice to identify risks is reviewing project
related documents such as lessons learned, articles, organizational process assets,
etc
2) Brainstorming- Brainstorming is done with a group of people who focus on
identification of risk for the project.
3) Interviewing- An interview is conducted with project participants, stakeholders,
experts, etc to identify risks.

Reference:https://www.greycampus.com/opencampus/certified-associate-in-project-
management/risk-identification-tools-and-techniques-in-capm

Question 9
Outline least four types of information that could be included in a risk management plan for a
project?

• Process – This is the entire process that will be adopted in order to identify,
analyse, evaluate, and mitigate risks throughout the project life cycle.
• Budget – There is always risk on costings of the project, as when the project
starts there are bound to be changes as the project’s proceeds. The method of
dealing with such a change needs to be elaborated in the project risk management
plan.
• Risk Register – The frequency of reviewing the risk register is to feature in the
project risk management plan.
• Risk Categories – Risk needs to be carefully categorized and slated for proper
organization of information.
Question 10
Discuss risk avoidance in project management

Risk avoidance is one of the risk response strategies. This strategy entails adjusting
the project plan so that the conditions triggering a risk event are no longer present and the
risk is eliminated. While this strategy cannot be applied to all project risks, it is most
effective for preventing risks. Some examples of project plan adjustments that might help
to avoid certain risks include changing a foreign supplier to a local one to avoid exposure
to the exchange rate volatility risk or choosing a proven technology instead of an innovative
one to avoid technological risk.
Reference: https://study.com/academy/lesson/risk-avoidance-vs-risk-mitigation.html

Question 11
Discuss the use of risk mitigation strategies in project management.

The use of risk mitigation strategies is used to reduce the impact of an unexpected
event. Risk mitigation techniques can be an effective tool in reducing individual risks and
the risk profile of the project. The risk mitigation plan captures the risk mitigation approach
for each identified risk event and the actions the project management team will take to
reduce or eliminate the risk.
Reference:https://opentextbc.ca/projectmanagement/chapter/chapter-16-risk-management-
planning-project-management/

Question 12
Discuss the concept of risk acceptance in project management.
Risk acceptance or risk retention means the fact of accepting the identified risk and
not taking any other action in order to reduce the risk because we can accept its impact, the
possible consequences - we simply risk it. We choose the strategy of risk acceptance when
it turns out to be the most economical option to do nothing about it. That is to say that the
risk is either so small or so unlikely that we decide to cope with the consequences in case
the incident happens.
Reference: https://managementmania.com/en/risk-acceptance
Task 2
PROJECT SCOPE
Project Title: Native Bush Spices Australia
Project Manager: Ms. Suki
Purpose of the project
To propose and develop a new website for the company. Need to identify operational and
strategies need including the cost to setup a new website, benefit and as well as the risk of
develop a new website.
Introduction and background
The business is formed since 2010 to provide the demanding of Australian Native food
products. The business currently is selling they product thru the small grocery shop and
health store around Australia. In the meantime, the company’s website is old and not been
updated for a long time and the management of this company wish to develop a new website
and wanted to expend they products around the world.

In this report is to aims to identify costs, benefits and risks of the new propose website for the
company. The company should adhere the legislations as below:

• WHS Legislation and Regulations

The company is based in Coffs Harbours, NSW. Which mean it must comply the by the
Work Health and Safety (the WHS) ACT 2011 and WHS Regulations. The WHS Act and
WHS Regulations provide a framework to secure the health and safety of workers and
workplaces by protecting workers and other persons against harm to their health, safety and
welfare through the elimination of risks arising from work, in accordance with the principle
that workers and other persons should be given the highest level of protection against harm to
their health, safety and welfare from hazards and risks arising from work as is reasonably
practicable. WHS considerations that could apply to the project could be to ensure that staff
are not spending too long hours on the project, contributing to fatigue or do the staff members
having a regular break.

• Australian Consumer Law

The company should comply by Australian Consumer Law (ACL), therefore the description
of the product should be shown detail and accurate. This legislation must consider in terms of
projects as the website must reflect the consumers with accurate and complete information
about products. A national law guaranteeing consumer rights when buying goods and
services.
Business needs and business drivers
About the company of Australian Native Bush is not so popular and so less people know
about this brand. Therefore, we are aim this project to assist with the brand awareness. Brand
awareness will lead to the company positive sales and as well as the brand will get known by
the consumers.
Criteria for Success
Nowadays, all consumer is using e-commerce which mean the consumers will purchase their
daily products via online shopping. With the successful website it will increase brand
awareness and the company sales too.
Costs
Based on our survey about the website creation cost as following: -
Description Detail Estimated Cost

URL Searching for $2,000.00

appropriate URL

Domain Purchase relevant $5,000.00

domain name

Design Website design $1,500.00

Monitoring Some expertise to $3,000.00

monitor the website

Total $11,500.00

Dependencies
There are no dependencies involved.

Constraints
a) Limited of budget.
b) Lack of knowledge in organization.
c) Ability of writer to develop a good content.
d) Not easy to hire relevant expertise.
e) Lack of knowledge about website development.
Assumptions
We aim or assume that website implement will be setup and running live about in 8 weeks.
Its good that the company provide enough supports and information, so the project will
complete successful. The company should provide the support like efficient computer system,
sophisticated software to create good website etc.
Preliminary risk assessment
Each project will have their own risk. Therefore, here are some potential risk that may impact
the project such as: -
• Poor team dynamics

• Scope creep

• Out of budget

• Insufficient resources to complete work

• Out of control of scheduling

• Staff taking leave

Project stakeholders
Operation manager (OM) is the person in charges of this project. The OM will be given the
instruction to complete the project in respect to the timeline given. IT consultants need to
ensure the website is stable and system is in smooth operation because website designer is
important to develop an informative company website that could create awareness and buying
intention.

Workplace impacts
Some staff may need to be retrained particularly marketing staff to write on company social
media page such as Facebook page, company blog, company Instagram and company
monthly newsletters.
Project Management Plan
Project Title: Native Bush Spices Website Development
Project Manager: Ms. Suki
Background/Context
The company is selling the Australian Native food products, the business was established in
2010. Currently the business is selling the product through some small supermarket and some
small health store throughout Australia. Unfortunately, the company website is too old and
didn’t updated for a long time.
Objective
Aim to propose a new website for the company as well as identify the cost of developing
website, risk of the project and benefits of the project.
Target Outcomes
New website will aims to increase the company brand awareness and as well as increasing
company sales.
Project Activities & Schedule
Project Area Actions Responsibility Scheduled Start Scheduled Finish

Content Marketing 10/09/19 12/10/19

development Coordinator,
Project team,
Web designer

Develop Marketing 10/09/19 12/10/19

website brief Coordinator
Website
development

Identify Customer 10/09/19 12/10/19

website service officer
developers

Review Project team 10/09/19 12/10/19

quotes

Identify Project team 10/09/19 12/10/19

successful
website
developer

Provide Marketing 10/09/19 12/10/19

approval to Coordinator /
proceed and Operation’s
payment as Manager
per schedule

Provide Customer 10/09/19 12/10/19

content for service officer
use in to send content
website developed by
development writer

Ongoing Project team 10/09/19 12/10/19

review
website
through
 development
phase and
provision of
feedback

Logo design New logo to Marketing 10/09/19 12/10/19

create Team
awareness

New logo to
replace the
current.

Photographs Taken to Photographers 10/09/19 12/10/19

publish in
company
newsletter,
website, etc.

Project Communications
Communication Description Who Scheduled Start Scheduled Finish
Type

Meetings Meeting with Operation 10/09/19 12/10/19

project Manager,
manager and marketing
team member manager,
as follows: -
IT support
manager,
wed
*Project designer
established
meeting.

*Weekly
meetings
during the
 life of the
project.

*Project
review
meeting.

Project Status Weekly to Operation 10/09/19 12/10/19

reports senior Manager
management

Project review At close of General 10/09/19 12/10/19

report project Manager

Risk Management Strategy

Risk Likelihood Severity Treatment / control methods

Staff members Occasional Significant Use an existing staff member

leave to assist with the project or
contact additional staff
member or extend out project
time with just one member.

Budget Occasional Significant Project costs recorded each

overrun week to check where the
budget is up to.

Delay in Probable Moderate Seek assistance from

completion additional staff, project
meetings to check progress.

Website Probable Catastrophic Website designer chosen

design does based on high quality of work
not meet and fit organisation.
requirements

Input into web design.